CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

Availability

Editions: All

DCs: All

Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months.


Help documentation:




Hello everyone!

We're excited to announce the first cut of Zoho CRM's native integration with WorkDrive! This highly anticipated release marks the first step in bringing together two of our most popular apps. Now, WorkDrive powers file storage for new CRM signups in all DCs.
 
The initial release includes the following changes:
  • You have the option to connect your CRM org with a current or new WorkDrive account.
  • Access this connected WorkDrive account seamlessly through the Documents tab, which was previously powered by Zoho Docs.
  • Attachments added to a CRM record will be automatically placed in pre-defined folders in the record owner's My Folders section.
First things first. Let's see how new users can set this up quickly!

Setup

Configuring this integration is a one-time process that happens when you first login to your new CRM account.

If you do not have an existing WorkDrive account, a new WorkDrive account will be created and linked automatically.
 
If you have a WorkDrive account, a Set up WorkDrive popup will appear.



You have two options:

  • Map an existing WorkDrive account.

  • Create a new WorkDrive account.

After setup, it is not possible to unlink the WorkDrive account associated with your CRM organization. Please exercise caution as we are currently unable to reverse this connection even on our end.

Documents tab 

In Zoho CRM, the Documents tab is the central repository where all business-related documents are stored, organized, and shared across your organization. Examples of the kinds of documents that are stored in the Documents tab include brochures, request for information (RFIs), invoices, comparison docs, presentations, forms, contract templates, product manuals, internal handbooks, and so on. It was previously powered by Zoho Docs.


As mentioned before, for new signups, this tab is now powered by Zoho WorkDrive. Apart from a more modern UI, every CRM user will now have access to two kinds of folders: My Folders and Team Folders.

My Folders for viewing attachments



Attachments added to records in Zoho CRM will be automatically added to folders in this section of the Documents tab. These folders will follow a pre-defined structure (Apps > Zoho CRM > Module Name > Record Name > Attachments) and you can find them under My Folders. Please note that only the attachments of records owned by you will be visible to you. You will not be able to add, edit, or delete attachments in WorkDrive or in the Documents tab.

In this first cut, we have the following limitations when it comes to attachments:

  • You cannot share these attachments to external users via Documents tab or WorkDrive.

  • Sharing a record allows others to view its attachments on the record detail page, but not in the Documents tab or WorkDrive. This also applies to non-owners with access to the record, such as higher roles in the hierarchy.

  • Attachments to notes and emails will not be added to these folders.

Team folders for collaboration



The Team Folders section in the Document's tab provides full access to the power of WorkDrive within your CRM. Let's look at some examples.


You can create team folders within the Documents tab. But if you are connecting an existing WorkDrive account, it is likely that you have a ton of team folders already created there. Simply connect these team folders to the Documents tab and begin accessing them in the CRM.
                         



You can share a file with someone outside of your organization by creating an external share link in the Documents tab.



Activities carried out by various users in a team folder can also be monitored within CRM.



WorkDrive admin-related features like Admin Console can be accessed only from the WorkDrive side. You can click Open WorkDrive to quickly go there.


In short, the Documents tab will now function as a window into your WorkDrive account!

 

If you are on the free Essentials plan, you will not be able to access Team Folders from the WorkDrive side.

How does access to the Documents tab work?

CRM admins can regulate access to this tab using the Documents permission in a profile.


Individual team folders can have their access controlled by assigning CRM users, groups, and roles to specific folder roles.




The available actions for CRM users will vary based on the team folder roles they are assigned. See the image below for a list of actions corresponding to each role



Non-CRM users can be granted access to the same team folder from the WorkDrive side.



Cost and storage

Creating a new WorkDrive account automatically maps you to the Essentials plan, with 5 GB storage for the org and 1 GB per user license. This is free for all Zoho CRM editions. If your CRM account is linked to a paid WorkDrive plan, its storage limits will apply to file storage in CRM.

 

You can upgrade your plan or buy additional storage on the File Storage page in CRM.


In the File Storage page, non-inclusive storage details refer to files not currently included in your WorkDrive's storage plan. They will count towards storage soon. These are:

  • Templates

  • Files added to a record via the File Upload field

  • Images added to a record via the Image Upload field

  • Notes attachments

If you've integrated other Zoho apps to WorkDrive, their storage will be combined and displayed as the total storage in WorkDrive. No app-specific restrictions apply to this storage, as it is shared among all apps.

What's next?

Due to the extensive file storage and permissions involved, we are handling the migration work with great care. Access for existing customers will begin in the upcoming months in a phased manner. Please follow this post for updates related this enhancement.


Thanks and do share your feedback in the comments section below!

    Access your files securely from anywhere


            Zoho Developer Community





                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day


                                      • Ask the Experts



                                          Zoho Marketing Automation


                                                  Manage your brands on social media



                                                        Zoho TeamInbox Resources

                                                          Zoho DataPrep Resources



                                                            Zoho CRM Plus Resources

                                                              Zoho Books Resources


                                                                Zoho Subscriptions Resources

                                                                  Zoho Projects Resources


                                                                    Zoho Sprints Resources


                                                                      Qntrl Resources


                                                                        Zoho Creator Resources



                                                                            Zoho CRM Resources

                                                                            • CRM Community Learning Series

                                                                              CRM Community Learning Series


                                                                            • Kaizen

                                                                              Kaizen

                                                                            • Functions

                                                                              Functions

                                                                            • Meetups

                                                                              Meetups

                                                                            • Kbase

                                                                              Kbase

                                                                            • Resources

                                                                              Resources

                                                                            • Digest

                                                                              Digest

                                                                            • CRM Marketplace

                                                                              CRM Marketplace

                                                                            • MVP Corner

                                                                              MVP Corner





                                                                                Design. Discuss. Deliver.

                                                                                Create visually engaging stories with Zoho Show.

                                                                                Get Started Now


                                                                                  Zoho Show Resources


                                                                                    Zoho Writer Writer

                                                                                    Get Started. Write Away!

                                                                                    Writer is a powerful online word processor, designed for collaborative work.

                                                                                      Zoho CRM コンテンツ








                                                                                        Nederlandse Hulpbronnen


                                                                                            ご検討中の方





                                                                                                  • Recent Topics

                                                                                                  • Blueprint Issue - Being able to set a subform field as mandatory

                                                                                                    I'm creating a blueprint. My record involves a subform which is only shown once field is set but the field gets set in step two of the process. My problem - I can't save the record as the subform field is set to mandatory - If I unset the mandatory field,
                                                                                                  • Comment Reactions like a Thumbs Up

                                                                                                    Can we please have the ability to emoji react on comments or at the very least, thumbs a comment up? Literally every other project management system out there can support this and it is very much needed to just acknowledge a comment instead of completely
                                                                                                  • How can I format numbers in an html table?

                                                                                                    I am building an html table to display how much people have paid, but the numbers are losing their formatting: application_table = application_table + "<td style='text-align: right;'>" + payment_row.Amount_Local + "</td>"; Amount_Local is a decimal field,
                                                                                                  • Zoho connect manuals and workflows

                                                                                                    Is there any plans to allow workflows to be triggered from changes or edits to a manual? It would get us over the line for deployment if there was.
                                                                                                  • Introducing Screening Bot for pre-screening automation

                                                                                                    We’ve transformed the chatbot experience in Zoho Recruit! What was once a general Chatbot for sourcing is now a streamlined system with dedicated tools. The original chatbot has evolved into the Sourcing Bot, while the newly introduced Screening Bot simplifies
                                                                                                  • Customer Portal Users Metrics

                                                                                                    Hi, Is there any way to know who and when a specific customer portal user accessed? without having to use the metrics page.
                                                                                                  • Notebook stacks

                                                                                                    Hello, Are you planning to implement some kind of notebook grouping, similar to evernote stacks? I know that we can group notes inside of the particular notebook but for a lot of us it is not enough I belive. Sometimes that additional layer for organization
                                                                                                  • Multi Step Parallel Transitions for Blueprints

                                                                                                    We have two processes, that are sequential and can be done simultaneously inside of one module. For example: For order processing, we have to kinds of tasks: tasks that need to be done at the car directly (for example repairs) and tasks where the physical
                                                                                                  • Accessing Attachments in Zoho Recruit Extension for API Integration

                                                                                                    Hi, I am currently developing a Zoho Recruit extension to integrate with a third-party application. As part of this, I need to retrieve the attachment file from the current record and include it in an API request. However, I couldn’t find a relevant Zoho
                                                                                                  • CRM - QR Codes and Bar Codes

                                                                                                    Hi I am using CRM to run my service team - Asset maintenance business We need to move to and generate a QR code for each Asset we look after. And we need Bar code reading for the testing we do. (pre-bar-coded sample bottles are provided by the lab) Does
                                                                                                  • Mails to Deals

                                                                                                    Hi everybody. We are using ZOHO CRM connected to ZOHO Mail and we have a big trouble, which our ZOHO partner is not able to solve. Zoho CRM automatically connects received emails to last edited live Deal of the same Contact. For us this logic is very
                                                                                                  • How to check if the sum of number fields match 100%

                                                                                                    I have 12 fields (12 months) which contain a number. When I sum the fields in a formula field I see the total, but I want to be sure that the total is always 100 (%). How do I validate that, since you can't validate an formula field it seems.
                                                                                                  • How to Send Weekly Scheduled Emails of a Custom View

                                                                                                    Greetings, We have a custom view called "All Employee View" for the Employee form. We are able to manually export that view using the "Export" button: However, we want to programmatically export this view as an XLS file each week and send it in an email
                                                                                                  • Introducing our latest privacy enhancement - Hiding email IDs in Zoho Cliq Networks

                                                                                                    Hello everyone, Zoho Cliq Networks offers a powerful collaboration platform that allows businesses to create dedicated digital workspaces for external vendors, partners, or individuals you want to communicate with professionally without adding them to
                                                                                                  • The amount entered is more than the balance due for the selected bills."

                                                                                                    Hi Team i am trying to record payments for vendors using API and getting this error in response as { "code": 28011, "message": "The amount entered is more than the balance due for the selected bills." } JSON is prepared according to Documentation and
                                                                                                  • Custom Icon on zoho Creator APP

                                                                                                    Is is possible to have a company logo as the APP image rather than the Zoho image?  thank you.
                                                                                                  • Can I print a set of record templates as a single pdf?

                                                                                                    I have a record template formatted as a gift certificate. I can email a single gift certificate to each recipient, but I also need to print the whole batch for the organiser, and they won't want 40 separate files. The layout needs to be identical, so
                                                                                                  • Which WhatsApp API works seamlessly with Zoho CRM?

                                                                                                    I’m exploring WhatsApp API solutions that integrate seamlessly with Zoho CRM for customer communication, lead nurturing, and automation. I would love to hear insights from those who have successfully implemented WhatsApp within Zoho CRM. My Requirements:
                                                                                                  • Zoho Books | Product Updates | January 2025

                                                                                                    Hello users, Now that January is over, here are some exciting updates to make this new year even better. We’re back with new features and enhancements in Zoho Books, including comparing fields as criteria in workflow rules and a custom SMTP integration.
                                                                                                  • Downloading Image from Subform using Deluge (invokeUrl) - Data Mismatch / Connection Issues

                                                                                                    Hi Zoho Community, I'm struggling to download an image from a subform in Zoho Creator using Deluge and then attach it to a Zoho CRM Deal record. I've been working on this for a while, and I'm encountering issues that I believe are related to either data
                                                                                                  • Zoho Creator's 2025 Release Projection 1

                                                                                                    Hello everyone, This is Prakash, senior product manager at Zoho Creator. Today, I'm absolutely thrilled to pull back the curtain and give you a sneak peek at our first release projection of 2025, with an exciting lineup of features set to roll out in
                                                                                                  • is it possible to adjust the date field to show Monday as a first day

                                                                                                    Hi, Is it possible to adjust somewhere the date field, so the first day of the week is Monday (instead of Sunday)? Thank you! Ferenc
                                                                                                  • Zoho Assist no longer works using VPN

                                                                                                    I have been using Zoho assist for a bit longer than a year. I have been using the VPN Private Internet Access for even longer.  For the first year of using Zoho assist I could remote into a pc, turn on a vpn, it would disconnect but then reconnect my
                                                                                                  • Kiosk GetRecords can't compare formulas

                                                                                                    (submitted as a help request by accident - should have been a topic) Scenario: I have an "email domain" formula whose value is "@xyz.com" if the e-mail address is brent@xyz.com . I have the same field in Leads and Contacts. So, theoretically, I should
                                                                                                  • Capture GPS location field

                                                                                                    When using a mobile phone to complete the form, I need to capture the GPS location. When this field going to be available? Same question for taking pictures with mobile phone and capturing that picture automatically. Thanks
                                                                                                  • In what case it's better to use Developer Console? Only for marketplace?

                                                                                                    As I can see from the documentation, the limitations are challenging. No Custom API No Page Variables No Custom Connections.
                                                                                                  • Zoho Sheets working offline

                                                                                                    Hi, I am looking for the ability to work offline in Zoho Sheets, but currently I cannot find the process to complete this. Does someone have any ideas or steps I might have missed? Also does Zoho Sheets have the "Format as Tables" function as is currently
                                                                                                  • Anyone Can help me converting Excel VBA to Zoho Macro?

                                                                                                    The Macro in general is pretty simple, It just opens a Workbook and copys some of data from that Workbook to the one that was initially open. But when I try to use it on Zoho I get this error "Unknown function: GetOpenFilename". If there is any other
                                                                                                  • Creator Simplified #13: Identify the user's device type using system variable

                                                                                                    Hey Creators, Welcome back to this week's post in the Creator Simplified series. For today's post, we will learn how to determine the user's device type using a simple system variable. Identify whether the users are accessing your application via web,
                                                                                                  • Is there any limit on creating stages in pipelines in Bigin

                                                                                                    Thankyou.
                                                                                                  • Office 365 or Outlook?

                                                                                                    Hello I'm just setting up IMAP integration with our CRM for the first time since we changed to using Outlook via a Microsoft 365 account. I have the choice of 'Office 365' or 'Outlook'. Which should I choose? Thanks
                                                                                                  • Can I send Whatsapp template using Deluge function?

                                                                                                    Hi, Can I send Whatsapp template in Business Messaging using Deluge function? I have tried to search the documentation but I can't find it
                                                                                                  • Notebook for watch no longer in Play store.

                                                                                                    I had to reinstall Notebook on my Galaxy Watch 7. Alas: the app is no longer available in the Play store. What now?
                                                                                                  • Workdrive Oauth2 Token Isn't Refreshing

                                                                                                    I have set up oauth for a bunch of zoho apis and have never had a problem with oauth. With workdrive i am using the exact same template i usually use for the other zoho apps and it is not working. All requests will work for the first hour then stops so
                                                                                                  • Resetting auto-number on new year

                                                                                                    Hi everyone! We have an auto-number with prefix "D{YYYY}-", it generates numbers like D2025-1, D2025-2, etc... How can we have it auto-reset at the beginning of the next year, so that it goes to D2026-1? Thanks!
                                                                                                  • Can I trigger workflow rules only on weekend and certain hour?

                                                                                                    I want to trigger a workflow rules on the leads created between saturday 5 pm to sunday 5 pm. can I do that? i have tried to search but I cant find option something like that. is there any workaround to solve this?
                                                                                                  • Client Can't View Ticket

                                                                                                    Hi, I created a ticket for my Client since he had an issue. I added him as a Contact as well. My client got a notification in his email that the ticket has been created. When he went to view the ticket on his desktop, the screen was blank. He then viewed
                                                                                                  • Headers in Subfrom - Zoho CRM

                                                                                                    Currently we cannot add any headers to CRM Subform If we have very large subforms and we want to logically group the rows it becomes really hard to do it Please add a header feature so we can add headers to a subform to logically and visually group different
                                                                                                  • Re-create auth token

                                                                                                    I need to re-create a self-client auth token, with the same scopes (and additional ones) as the current token. Is there a way to view the scopes assigned to the current token to ensure that no scopes are missing when creating the new one?
                                                                                                  • Cant BCC comments

                                                                                                    Whats the reason why we cant bcc to add to comments? We are getting this error:  We are unable to process this email. WHY DID THIS HAPPEN? We suspect the below reasons to be the cause of failure : 1. You might have mis-spelt the email address. 2. You might have added the email address in BCC I used the copy option within the comments to copy the email address. It works fine if I cc, just not bcc.
                                                                                                  • Next Page